Agenda Item
Meeting Date: 5/16/2018 - 6:00 PM
Category: Report on Contracts
Type: Action
Subject: Konica Minolta Business Solutions, U.S.A., Inc.
:
Policy:
Enclosure: Konica Minolta Business Solutions, U.S.A., Inc.
File Attachment:
Konica Minolta School Board Summary Sheet.docx
Summary: a. Consultant will survey designated boxes of special education records for scanning, storing, retrieving, viewing, copying and electronic transmittal. Each box holds approximately thirteen (13) files, with approximately two hundred (200) pages per file folder on average. Existing student folders are identified by student’s last name, first name, DOB & ID number. Upon conclusion of the survey, Consultant will advise the District as to the number of boxes that Consultant can prop, scan and index for the not-to-exceed price of $15,000, as set forth in Section 3. Based on the District’s estimate of files and pages, the initial estimate of boxes is 54.
b. Consultant will transport the estimated 54 boxes to a scanning facility. The records will be prepped, scanned and indexed by the Consultant to the parameters set forth by the District. As required by the Rhode Island General Laws, the special education records will be converted to DVDs with copied back-ups. DVDs and copies will be delivered by Consultant to the District once scanning is complete.

c. Upon completion of Consultant’s work on the estimated 54 boxes, Consultant will advise the District of the cost to complete work on the remaining boxes of records.

If at any time a record is needed during the scanning process, it will be scanned and uploaded to the Consultant’s secure server, and a user ID and password will be provided to the District for access to the requested record.
Funding: $15,000 Local contingent upon funding
Recommendation: Administration recommends School Board Approval
Approvals:
Recommended By:
Signed By:
Lynn Calcagni - Clerk
Signed By:
Edda Carmadello - Director of Special Education
Signed By:
Thomas P. Flanagan - Chief Academic Officer
Signed By:
Michael DAntuono - Business Manager
Signed By:
Christopher N. Maher - Superintendent
Vote Results: